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Communications in a business - examples from NEXT

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Introduction

´╗┐Internal Communication It is important that a business has several means of communicating within the business. Different department inside NEXT need to communicate with each other so they are aware of changes and problems within the business. If all departments are communicating well with each other the NEXT will be more efficient as the departments will have the same information. The methods of communication: 1. Telephone 2. E-mail 3. Presentations 4. Agendas information on what is going to be discussed 5. Minutes information on what has been raised and discussed 6. Intranet 7. Memos 8. Video 9. Newsletter All departments within the business will communicate using the telephone .This is the most common form of communication as it is the most accessible. The finance function at NEXT will use the telephone to complain to suppliers when there is a problem with an invoice. For example: if NEXT have ordered 100 sweatshirts and were charged for 200 then the finance department will have to contact their supplier to inform them of the mistake. The telephone is a good way to communicate in this particular case because they will be able to talk to someone and tell them about the mistake directly. Also, if they sent an e-mail they would have to wait for a reply and this will take longer so the telephone would be the quickest method to use. The customer service department will use the telephone to contact other NEXT branches. For example: if a customer wants to buy a coat in a size 12 but it is sold out in a particular NEXT store, the customer service department can contact other branches to find out if they have that specific coat in the desired size, and would tell them to reserve it for the customer. This is the best method to use because it is quick and can be done while the customer is waiting. ...read more.

Middle

For example: if they wanted to get messages across to all employees of the business they could put it up on the business? intranet. They could also communicate with other departments by sending e-mails as this is a quick method of sending the same information to many different departments at the same time. Finance needs to hold meetings to discuss solutions to help stores that are dealing with short term problems. A meeting is the best way of communicating for this because everyone at the meeting is able to see information on sales figures (through balance sheets, profit & loss accounts etc). Therefore, they are able to see how big the problem is and discuss what can be done to help. Meetings will also be held to discuss the targets for the day. A form of commutation that is linked to the meeting is an Agenda. This informs the employees what the meeting is going to be about. An agenda can be sent in the post or distributed to managers by hand. I think a meeting is a very good form of communication as it enables all employees to present and discuss ideas at the same time so it will be less time consuming then sending e-mails to each individual and waiting for a reply. However, if an employee is unable to attend a meeting because they are at another one, the issues raised at the meeting will be communicated to this employee. The minutes will show employees what was raised at the meeting. This is good because although they weren?t at the meeting they will still know what was discussed. Furthermore, if all the mangers of NEXT stores have to attend an annual meeting but one of the mangers at a store abroad is unable to attend, he can still communicate with those at the meeting, via video link. As this meeting is very important it is essential that all mangers are present because every manager?s input is significant. ...read more.

Conclusion

Also, as it allows the managers at NEXT to see the person that they are interviewing. This is very important during an interview because employers assess the person on appearance as well as their ability to talk fluently. And, so communicating via webcam enable them to do this. Another method of communication that NEXT uses is business letters. They can be use by all functions within the business for different reasons. For example: if a customer felt that they were given a poor customer service and complained to NEXT. Then the business may send a written apology to the customer. I think this is the best method to use because it shows the customers that NEXT are truly apologetic because it takes more effort for a written apology then a spoken one. And also a written apology is more formal so it will reflect that they are genuinely sorry for the upset they have caused to their customer Moreover, NEXT will use business letters to communicate with their customers regarding payment. For example: if a customer has purchased goods using a NEXT store card and they have a certain amount of time to pay the money back NEXT may communicate with them using a business letter to remind them to make the repayment. I think a business letter if a good form of communication because it enables both parties to keep a record. Also, as mail is delivered everyday it is more likely that the person will receive the letter. For example: if they were sent an E-mail the customer may not be able to have access to the internet for some days therefore they will not receive the information. Whereas, a letter would be delivered to them so they will be more likely to read it. However, the bad thing about letters is that they may get misplaced in the post and the business may not be ware of it for quite a while and this could cause problems as messages may not be delivered on time. ...read more.

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